Including the recipient’s name is simple, yet many overlook its importance.
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Over the course of your career, you probably have received emails that start with “Hey” or those that do not mention your name. It can make you feel unimportant, like you are just one of the many emails the other person is sending. With a generic, impersonalized response, you may feel like they are not even responding to you, in particular.
Leaders write the recipient’s name in the email, especially when it is in a professional context. Whether it is at the beginning of the email with “Hi Dahlia,” in the middle of the message with “I appreciate your insight, Jordan” or at the end of the email with “Let me know how I can be of help, Morgan.”
Leaders are intentional about mentioning the recipient’s name because they want to make their note personal. Leaders know that people do not want to feel like they are one of many. Stating the other person’s name is an easy way for people to feel seen and special. When writing an email to another person, take the few extra seconds to type the recipient’s name. Show that you care about engaging with that particular person.
There is no excuse for not using the other person’s name. It’s not like you are running in to a person at the store that you recognize but forgot their name. Your email server includes the person’s name with the email. Your computer is telling you their name. You have no excuse not to use the recipient’s name. So, use it.
To summarize:
1. Be intentional, and type the person’s name in your email.
2. Use the person’s name in the salutation, body or closure.
3. Say the person’s name, no matter how short the message.
When you take the time to recognize people and address them by their name, you are telling the person that you care about them. You are telling the person they are important. Leaders recognize that everyone is important and deserves respect.
Are you intentional about saying the person’s name in your emails? Share with me your stories and thoughts via Twitter or LinkedIn.
